County Clerk & Recorder

The Hamilton County Clerk and Recorder’s Office is here to be of service.  By providing Birth Certificates, Death Certificates, Marriage License, Marriage Certificates, Voter Registration, Recording of Deeds, Mortgages, Releases, Military Discharges and other Miscellaneous Instruments.  Delinquent taxes are handled in the County Clerk’s office.  All elections whether consolidated, primary or general are handled in our office.  Information regarding Military voting, Early voting, Grace Period voting, Vote by Mail, formally known as Absentee Voting can be obtained from the County Clerk’s Office.  Local townships stay in close contact with our office for information they may need from time to time.  The Hamilton County Clerk and Recorder’s office welcomes you.

Office Hours

Monday-Friday: 8 AM – 4:30 PM

Occasionally this office is closed from 12-1 for lunch, please call ahead to ensure availability.

APPLICANTS FOR A MARRIAGE OR CIVIL UNION LICENSE NEED TO BE HERE BY 4:00 PM., AS IT TAKES APPROXIMATELY 30 MINUTES TO COMPLETE THE PROCESS.

ALL RECORDING RECEIVED AFTER 4:00 p.m. will be recorded on the next business day.

Recording Fees

Recording Fee Schedule

  • Agreements / Options to Purchase: $77.00
  • Article of Incorporation or Related Document: $67.00
  • Birth, Death, or Marriage Record (This will become public): $77.00 + Revenue If Not Exempt
  • Deeds – All, Contract for Deed, Mineral, Royalty, etc: $77.00
  • Easements: $77.00
  • Extensions: $77.00
  • Foreclosures: $77.00
  • Judgment / Memo of Judgment w/ No Land Description : $67.00
  • Land Grants: $77.00
  • Leases – Oil, Coal, Mineral, Timber, Land, etc: $77.00
  • Liens: $77.00
  • Monument Records: $77.00
  • Mortgage: $77.00
  • Notice of Probate: $67.00
  • Notice of Reclamation: $67.00
  • Plats Large (Larger than 8 ½” x 14″) Must Have 3 Copies: $84.00
  • Plats (8 ½” x 14″ or Smaller): $77.00
  • Power of Attorney: $67.00
  • Releases – Mortgage, Lease, etc: $77.00
  • Release / Termination of UCC: $37.25
  • Subordinations: $77.00
  • UCC Fixture Filing, Continuation, Amendment, etc: $57.25
  • Wills: $67.00

 

Additional Recording Fees (Add All Fees That Apply):

  • Additional Pages and Attachments: $1.00 / page
  • Multiple Instrument Number References: $1.00 / reference
  • Reference to Property Description by Document Number: $1.00 / reference

 

Recording Fee Note: Add $12.00 if the document format is not as required by statute (anything larger than 8 ½” x 11” is considered non-standard). Also, leave a 3″ margin from the top of the first page or a 3″ x 5″ rectangle in the top right hand corner for recording purposes.

Statutory Content of Recorded Documents: All deeds must include statement of exemption or transfer tax declaration sheet; preparer’s name and address to receive tax statements, notary date/seal/signature, complete legal description, including parcel identification number, return to address. Originals of real estate documents are always returned after recording to specified address.

 

Make checks payable to: Hamilton County Recorder

Searching and Accessing Vital Records

Search and access to vital records is strictly regulated by the Illinois Vital Records Act, 410 ILCS 535/23-25.

The Hamilton County Clerk’s Office is bound by State law to adhere to the policies and guidelines of the State of Illinois, with the exception of charging a search fee for vital records.

 

Who Can Handle the Indexes?

Birth, death and marriage indexes in the custody of the County Clerk can be handled and viewed only by the County Clerk and her employees of the County Clerk’s office, except for indexes prior to 1916 for genealogical purposes only. Old indexes can be viewed and handled by the general public.

 

Who Can Handle the Records?

  • County Clerk and staff of the County Clerk’s office for administrative purposes
  • State registrar or their agent
  • Any municipal, county, multi-county public health district recognized by the Illinois Department of Public Health for the purpose of carrying out public health programs

 

Copies of Birth Certificates can be issued to:

  • The person named, if 18 years of age or older
  • The parents of the person where the names of the parent requesting is listed
  • A legal guardian (must provide guardianship paperwork)
  • The person’s legal representative
  • An agent with written notarized authorization from the named person
  • A department of the State or Federal government
  • Any individual upon order of the court
  • Persons having genealogical interest, if on file for at least 75 years

 

Copies of Death Certificates can be given to:

  • A person, or his duly authorized agent, having genealogical, personal or property right interest in the record. For genealogical purposes, the death must be on file for at least 20 years.
  • A department of the State or Federal government
  • Any person upon order of a court
  • Administrator or executor of the decedent’s estate
  • Veteran’s Administration or accredited veteran’s organization (without charge)

 

Copies of Marriage Licenses can be given to:

  • Any individual providing pertinent information. For genealogical purposes, the marriage must be on file for at least 50 years.

 

Marriage License / Civil Union License Requirements:

  • A one day waiting period ( unless waived by the Judge ) The licenses are good for 60 days.
  • Signatures of both applicants are required.
  • Copy of Birth Certificate and Photo ID required for issuance of license Must get married in the County that issues the license

 

Fees for Vital Records and Copies

  • Birth Certificate: First Copy: $18.00                          Each Additional: $6.00
  • Death Certificate: First Copy: $22.00                          Each Additional: $10.00
  • Marriage Certificate: First Copy: $18.00                          Each Additional: $6.00
  • Marriage License: $50.00 / page
  • Assumed Name: $29.00 / page
  • Assumed Name Change: $29.00 / page
  • Notary in Person or by Mail: $16.00 / page
  • Tax Redemption (Clerk Fee): $95.00 / page
  • Search Fee: $8.00 / page
  • Copy Fee – Abstractor or Regular: $2.00 / page
  • Uncertified Genealogical Copy of Any Certificate: $2.00 / page
Vital Record Search for Genealogy

Certified copies of Birth, Death, and Marriage Records of persons who were born, deceased, or married in Hamilton County may be obtained for genealogical purposes from our Office.

Birth & Death Records begin in 1878 and Marriage Records go back to 1821 (1869 thru 1872 very limited).

Birth, Death & Marriage Records are not Public Records. Records for genealogy purposes can only be issued if on file the required number of years:

  • Births older than 75 years
  • (proof of death if under 100 years)
  • Marriages older than 50 years
  • Deaths older than 20 years

Vital Records are confidential records, and copies can be issued only to persons entitled to receive them. Our office is bound by policies and guidelines of the State of Illinois Vital Records Act. For more information on the Act you can visit:

http://www.cyberdriveillinois.com/departments/archives.html

To submit a Genealogy Application download and fill out the form below.

Online Record Search

The Hamilton County Clerk & Recorder is making searching easier. By making their records available online, you can now search wherever you have internet, 24 hours a day, 7 days a week–even during major holidays. Search from your office, from your home, or even from another state. Search at your convenience.

Illinois County Clerk and Recorder Portal

Hamilton County Records Portal

Marriage License

Obtaining a Marriage License in Hamilton County, Illinois

Where to apply: Mary Anne Hopfinger, Hamilton County Clerk and Recorder’s Office, 100 S. Jackson Street, Room 2, McLeansboro, IL 62859

When to apply: You and your fiancé must appear at the Office of the County Clerk together. The license must be obtained at least 1 day prior to being used. The license is void 60 days after the effective date. The license must be used in Hamilton County.

Fee: The fee for a marriage license is $50.00.

 

Qualifications

Age: In order to be married in Illinois without parental consent, you must be at least 18 years of age. If you are under 18 years of age, both parents must sign a parental consent form in the County Clerk’s Office and they must have a valid Driver’s License or State ID for identification at the time you apply for your license. If it is not possible for your parents to sign in this office, signature can be witnessed by the County Clerk in your parent’s County. If a parent is deceased, a death certificate, proof of guardianship or court order waiving consent must be presented.

It is necessary for anyone applying for a marriage license to show proof of age when you apply for a marriage license. A valid Driver’s License or State ID is required AS WELL AS a certified copy of your birth record.

Return of License: The license must be returned to the County Clerk’s Office within 10 days after the date of the marriage.

Use of Marriage License: Your marriage license must be obtained in the County where the marriage will take place.

Requesting a Certified Copy: You may obtain a certified copy of your marriage license if it was issued in Hamilton County, IL from the County Clerk’s Office. Include the maiden name of the bride, the groom’s name, the date of marriage and the fee of $18.00. Additional copies of the same license may be obtained for $6.00 each if made at the same time.

Office Documents

All documents can be submitted via mail or in person during normal business hours.

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